DEFENSE LOGISTICS AGENCY HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

February 23, 2017

MEMORANDUM FOR SEE DISTRIBUTION

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 

1157A, Update Uniform Procurement Instrument Identification (PIID) Numbering 

System in the Federal/DLMS Implementation Conventions and DLMS Manual 

(Supply/Contract Administration)

The attached DLMS change to the DLM 4000.25, Defense Logistics Management 

Standards is approved for implementation not later than March 31, 2017. This document 

replaces ADC 1157 in its entirety. 

Addressees may direct questions to the DLMS point of contact: Ms. Tonja Daniels-Carter, 

DLMS Contract Administration Lead, (269) 961-5227, DSN 661-5227, or e-mail Tonja.DanielsCarter@dla.mil. Others must contact their Component designated representative available at

www.dlmso.dla.mil/eLibrary/ServicePoints/allpoc.asp.

HEIDI M DAVEREDE

Program Manager

Enterprise Business Standards Office

Attachment

As stated

DISTRIBUTION:

SUPPLY PROCESS REVIEW COMMITTEE (PRC) 

CONTRACT ADMINISTRATION PRC

FINANCE PRC

cc:

ODASD (SCI)

OUSD (AT&L) PDI

WAWF PM
Attachment, ADC 1157A

Page 1

Attachment to ADC 1157A

Update Uniform Procurement Instrument Identification (PIID) 

Numbering System in the Federal/DLMS Implementation 

Conventions and DLMS Manual (Supply/Contract Administration)

1. ORIGINATORS: 

a. Submitting Service/Agency: OSDC, (703) 697-0503 

b. Functional POCs: DPAP PDI, (703) 697-4384 

c. Technical POC: WAWF PMO, (703) 697-4452 

2. FUNCTIONAL AREAS:

a. Functional Areas: Supply, Contract Administration

b. Functional Processes: Standardize PIID format to ensure uniformity and consistency of 

data, thereby enhancing the transparency to the public of Federal spending data.

3. REFERENCES: 

a. WAWF Engineering Change Proposal (ECP 0794) PIID Number Format (Contract 

Number & Delivery Order Number)

b. Federal Acquisition Regulation (FAR) Case 2012-023, “Uniform Procurement 

Identification,” published as a final rule effective November 13, 2014

c. DFARS Subpart 204.16, and Procedures, Guidance and Information (PGI)

d. DLM 4000.25, Volume 7 “Contract Administration,” April 24, 2012

4. APPROVED CHANGE(S): Yellow highlight is applicable to ADC 1157A. Significant 

changes from the original PDC staffing are highlighted in green. 

a. Brief Overview of Change: ADC 1157A removes an incorrect business rule in position 

10 of the PIID, updates the list of references to reflect approved (rather than draft) documents, and 

updates the implementation date to no later than March 31, 2017. There are no additional changes 

to the procedures or DLMS transactions identified in ADC 1157. ADC 1157A replaces ADC 1157 

in its entirety. This ADC incorporates the changes published by FAR Case 2012-023 (reference 

3.b.), when it became a final rule to implement a uniform PIID numbering system and to 

standardize the identification of procurement transactions across the Federal Government. This

change adds Contract Number Type Code S in the 856 and 857 Federal Implementation 

Conventions (IC), and in the Defense Logistics Management Standards (DLMS) 856 Advanced 
Attachment, ADC 1157A

Page 2

Shipment Notice (ASN). It also issues initial updates to the Logistics Data Resources Management 

System (LOGDRMS)1 and DLM 4000.25, Volume 7, Contract Administration. 

b. Background: The FAR was recently modified by FAR Case 2012-023 to implement a 

uniform PIID numbering system, to standardize identification of procurement transactions across 

the Federal Government. This change requires use of an Activity Address Code (AAC) as the 

unique identifier for contracting and related offices. For DoD activities, the FAR reference to AAC 

is the DoD Activity Address Code (DoDAAC). The Department of Defense Activity Address 

Directory (DoDAAD) is the repository for all DoDAACs; it is also the repository of all AACs for 

the Federal Government. Additional information on the DoDAAD is available from www.dla.mil/j6/dlmso/Programs/Committees/DoDAAD/dodaad.asp. The goal of this standardized format is to 

ensure uniformity and consistency of data, thereby enhancing the transparency to the public of 

Federal spending data. Throughout the Federal Government contracting offices within agencies 

have PIIDs of varying lengths, which may or may not contain spaces or hyphens. Reference 3.c.

incorporates the DFARS and PGI changes identified in DFARS Case 2015-D011 to incorporate the 

changes necessary to comply with the requirements of FAR Case 2012-023, as well as preserve and 

update necessary Department-specific policy and instructions. 

The PIID formats for DOD and Federal non-DOD:

2

(1) The DOD PIID format will consist of a combination of thirteen alphanumeric 

characters, (13/13):

• Positions 1 - 6 identify the department/agency and office issuing the instrument. Use the 

DoDAAC assigned to the issuing office for positions 1 through 6. 

• Positions 7 - 8 are the last two digits of the fiscal year in which the procurement 

instrument is issued or awarded. This is the date the action is signed.

• Position 9 indicates the type of instrument issued.

• Positions 10 - 13 are a four-character alphanumeric serial number. All “0s” (zeroes) are 

prohibited.

• The PIID may not contain special characters or spaces.

(2) The Federal non-DOD PIID format will consist of a combination of thirteen to 

seventeen alphanumeric characters, (13/17):

3

• Positions 1 - 6 identify the department/agency and office issuing the instrument. Use the 

Activity Address Code assigned to the issuing office for positions 1 through 6. 

• Positions 7 - 8 are the last two digits of the fiscal year in which the procurement 

instrument is issued or awarded. This is the date the action is signed.

• Position 9 indicates the type of instrument issued.

 1 LOGDRMS is the online repository of DLMS data elements, definitions, qualifiers, and the DLMS Implementation 

Convention (IC) transaction structures.

2 WAWF ECP 0794 PIID Number Format (Contract Number & Delivery Order Number)

3 Federal Acquisition Regulation Subpart 4.16 – Unique Procurement Instrument Identifiers
Attachment, ADC 1157A

Page 3

• Positions 10 - 17 are a four- to eight-character alphanumeric serial number. All “0s” 

(zeroes) are prohibited.

• The PIID may not contain special characters or spaces.

(3) Supplementary Procurement Instrument Identification Number (SPIIN) and 

Supplementary PIID. Prior to FAR Case 2012-023 (reference 3.b.) and the DFARS changes 

(reference 3.c.), the SPIIN was used to identify calls or orders under DOD issued contracts, 

amendments to solicitations, and modifications to contracts and agreements. Under references 3.b.

and 3.c., calls or orders are no longer identified under the “SPIIN” data element and will be 

identified by a separate PIID including the specific letter designation in position 9 to identify the 

PIID as a call or order. DoD was already following this practice when placing orders against nonDOD issued contracts. The delivery order can thereafter be used as the unique number in lieu of the 

contract number, as it is globally unique.

4 The Supplementary PIID (6 positions) is used for 

modifications to contracts, agreements and orders and follows the six-character format DOD 

currently uses for modifications against contracts (e.g., P00001, A00001).

Staffing Note: iRAPT does not use the Supplementary PIID data element in its workflow. 

(4) WAWF ECP 0794 (reference 3.a.) implements a new Contract Number Type Code S 

for Uniform PIID (FAR 4.16) in iRAPT. The change will update the Procurement Instrument 

Identification Number (PIIN) to Procurement Instrument Identification (PIID). References 3.b. and 

3.c. address the additional change for Supplementary Procurement Instrument Identification 

Number (SPIIN) to Supplementary PIID, however, it does not affect WAWF ECP 0794 as iRAPT 

does not carry this data element.

c. Approved Change in Detail: 

(1) A new contract number type of “Uniform PIID (FAR 4.16)” will be added for all 

Wide Area Workflow e-Business Suite applications. This change applies to the Ship 

Notice/Manifest Receiving Report (856 Federal IC) and the Shipment and Billing Notice (857 

Federal IC). It will also affect extracts carrying this field, such as the DLMS 856 Advanced 

Shipment Notice. 

(2) The new edits and business rules for contract number and delivery order number 

across all WAWF e-Business Suite applications will be updated to implement and enforce the new 

PIID format based on the fiscal year of the contract. For contracts with a fiscal year of 2016 (as 

identified in positions 7 and 8 of the contract number) and later, the new business rules for construct 

will apply. See reference 3.a. for details.

 4 DOD is the only organization currently using the combination of PIIN and SPIIN to identify an order in lieu of a 

globally unique number. 
Attachment, ADC 1157A

Page 4

d. Revisions to DLM 4000.25 Manuals: 

(1) Revise DLMS 856 ASN per Enclosure 1.

(2) Update DLM 4000.25, Volume 7, Contract Administration to provide information on 

PIID per Enclosure 2. 

(3) Additional DLM 4000.25 series manuals changes related to this change will be 

identified in PDC 1161. 

e. Proposed Transaction Flow: There are no changes to the standard transaction flows to 

and from the WAWF e-Business Suite of Applications.

f. Alternatives: None identified. 

5. REASON FOR CHANGE: As noted in the background above, the FAR (Subpart 4.16) was 

recently modified by FAR Case 2012-023 to implement a uniform PIID numbering system, which 

will require the use of an Activity Address Code (AAC) as the unique identifier for contracting 

offices and other offices, in order to standardize procurement transactions across the Federal 

Government. For DOD activities, the FAR reference to AAC is the DoDAAC. The Department of 

Defense Activity Address Directory (DoDAAD) is the repository for all DoDAACs; it is also the 

repository for all AACs for the Federal Government. By agreement with the General Services 

Administration, federal civilian agencies obtain DoDAACs (AACs) from the DoDAAD. The 

WAWF Requirements Board approved WAWF ECP 0794 to implement this recent FAR change. 

This DLMS change addresses the Federal and DLMS IC changes required to support the 

implementation.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: The uniformity and consistency of data in the published FAR Case will 

promote achievement of rigorous accountability of procurement dollars and processes and 

compliance with regulatory and statutory acquisition requirements such as those of the Federal 

Funding Accountability and Transparency Act of 2006. 

b. Disadvantages: Contract writing systems generally have the necessary logic to make 

the distinction in the type of procurement instrument issued, whereas Component supply/logistics 

systems may need to be reviewed for necessary changes. Components may experience 

programming costs and delays to support adoption of the new PIID format, for example, systems 

currently using a four position field to identify a call or order number may need modification to 

interpret when a PIID represents a call or order. Staggered implementation schedules across 

Service/Agency systems may cause confusion or miscommunication of information, especially 

where legacy systems have not been modernized to be DLMS-compliant and are still required to 

accommodate data exchanges for the legacy PIIN/SPIIN construct for procurement instruments 

issued prior to 1 October 2016. 

Staffing Note: The DFARS rule clarifies that invoices, receiving reports and similar documents 

need only carry the PIID of the funding document, which means that systems that pay orders against 

GSA or VA schedules today will be able to use the same fields for orders against DoD contracts.
Attachment, ADC 1157A

Page 5

7. ADDITIONAL FUNCTIONAL REQUIREMENTS: 

a. Modify the Federal IC 856 per Enclosure 1.

b. Comparable changes must be made to the Federal IC 857 Shipment and Billing Notice 

transaction.

c. A separate change (PDC 1161) will be developed by DLMSO to identify all the 

additional updates required for the DLM 4000.25 Manuals and additional DLMS ICs that currently 

identify contract information.

8. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: The WAWF Joint 

Requirements Board approved WAWF ECP 0794 for development and deployment as part of 

WAWF Version 5.7.2. Deployment is scheduled for 26 – 28 June 2015. Components must 

implement this change no later than March 31, 2017.

Staffing Note: Components must consider impact on supply/logistics systems when determining 

their implementation schedule for acquisition systems. This is necessary because there is no 

authorized conversion mapping between the new PIID format and the legacy call/order number 

format to facilitate interoperability after implementation of the new format within the acquisition 

systems.

9. IMPACT:

a. DLMS Data Elements: Add data element PIID and Supplementary PIID; add remarks 

to the definitions for PIIN, SPIIN and Call/Order Serial Number to note the future change to PIID 

and Supplementary PIID. See Enclosure 3.

b. Automated Information Systems (AIS):

(1) The WAWF e-Business Suite will be updated to accommodate new data and 

business rules via both direct input and transactions and will provide an output to Components. 

(2) Component applications receiving the DLMS 856 must be updated to be able to 

process both the legacy and new formats for contract data as defined in this DLMS change. The 

establishment of a new Contract Type Code S (Uniform PIID) will help identify the 

constructs/business rules to apply. 

c. Defense Automatic Addressing System (DAAS): The Global Exchange (GEX) must 

be updated to accommodate the new code value for contract number type. The GEX may need to 

work with trading partners receiving extracts to ensure they can handle the new uniform PIID 

format, and if not, perform a conversion to the legacy format, especially for the call/order number 

change.

d. Non appropriated fund activities are not governed by the FAR or DFARS, therefore 

changes identified in this ADC do not affect non appropriated fund activities. 
Enclosure 1, ADC 1157A

Page 1

Enclosure 1

Item 

#

Location 856 Ship Notice/Manifest

Federal IC Revision

Reason

1. Federal Introductory 

Note

Update the Federal Introductory Notes 11 and 12:

11. This transaction set may be used to send Wide Area 

Workflow e-Business suite, Invoicing, Receipt, Acceptance 

and Property Transfer (iRAPT), formerly Wide Area 

Workflow (WAWF-RA) Ship Notice/ Manifest documents, 

(a/k/a Receiving Reports/DD Form 250). Please refer to the 

WAWF-RA iRAPT Implementation Guide located at the 

following website for WAWF-RA iRAPT specific rules and 

edit guidelines, https://wawf.eb.mil.

12. This transaction may be used to report Unique 

Identification (IUID) information to iRAPT Wide Area Work 

Flow-Receipt and Acceptance (WAWF-RA). Refer to the 

IUID wWebsite at URL: http://www.acq.osd.mil/dpap/UID/ 

http://www.acq.osd.mil/dpap/pdi/uid/index.html for DoD 

policy and business rules.

Updates the WAWF-RA 

to iRAPT

2. References to WAWF 

and WAWF-RA

Throughout the IC, update segment notes to replace 

WAWF and WAWF-RA with iRAPT

Updates terminology

3. 2/PRF/050 Add new Federal Note 2 and 3, revise the original Federal 

Note 2 and renumber as 4, renumber the remaining notes. 

Update Federal note

2. Implementation of the Uniform Procurement 

Instrument Identifier (PIID) in accordance with FAR 

4.1603 and DFARS 204.16 is required by October 1, 

2016.

3. Use to identify the PIID of the contract, task or

delivery order number.

4. For procurement instruments issued prior to 

implementation of the Uniform PIID, use to identify the 

Procurement Instrument Identification Number and, if 

applicable, the Supplemental Procurement Instrument 

Identification Number. 

Update business rules 

for PIID and legacy 

formats during the 

transition period and 

identifies the source 

reference for PIID 

requirements.
Enclosure 1, ADC 1157A

Page 2

Item 

#

Location 856 Ship Notice/Manifest

Federal IC Revision

Reason

4. 2/PRF01/050 Add new Federal Note 1 and update Federal Note 2 in Data 

Element PRF01: 

1. Users that have implemented the Uniform Procurement 

Instrument Identifiers (PIID), enter the PIID of the 

contract, task or delivery order number (including 

Federal Supply Schedules, General Services 

Administration Schedules and all other basic contracts), 

Blanket Purchase Agreement number, Grant, Lease, or 

Agreement number. This number must be transmitted 

without dashes.

2. Users that have not implemented Uniform PIID, 

Eenter the purchase order number, contract number 

(including Federal Supply Schedules, General Services 

Administration Schedules, and all other basic contracts), 

Blanket Purchase Agreement number, Grant, Lease or 

Agreement number. This is always the Procurement 

Instrument Identification Number (PIIN) for the 

Department of Defense or the equivalent expression for 

Civilian Agencies. This is never the number of a delivery 

order, call or release against a basic award instrument. 

That number is carried in PRF02. This number shall must

be transmitted without dashes.

Update business rules 

for PIID and legacy 

formats during the 

transition period.

5. 2/PRF02/050 Add New Federal Note 1 and update/renumber Federal 

Note 1 in Data Element PRF02:

1. Do not use PRF02 when a uniform PIID is entered in 

PRF01.

2. Users that have not implemented the Uniform PIID E

enter the number of a release, call, or delivery order against 

a basic award instrument. This is always the Supplemental 

Procurement Instrument Identification Number (SPIIN) for 

the Department of Defense or the equivalent expression for 

Civilian Agencies. This number shall must be transmitted 

without dashes. When preparing a Shipment Performance 

Notice or destination acceptance alert for Defense Contract 

Management Agency do not include the contract 

modification number.

Update business rules 

for PIID and legacy 

formats during the 

transition period.
Enclosure 1, ADC 1157A

Page 3

Item 

#

Location 856 Ship Notice/Manifest

Federal IC Revision

Reason

6. 2/PRF03/050 Update the Federal Note in Data Element PRF03:

1. Use to indicate, as applicable, the Supplementary PIID 

identifying the modification number of the contract or 

purchase order. When a call or delivery order is cited

identified by the PIID in PRF01, use to indicate the 

modification number of the call or order, as applicable. 

When both the contract and call or order have been 

modified, cite the modification number of the call or order 

and do not transmit the modification number of the 

contract.

2. Except when shipping instructions are furnished by 

telephone or message and the confirming contract 

modification (SF 30) has not been received, do not use 

PRF03 to enter supplementary numbers used in conjunction 

with basic Procurement Instrument Identification Numbers 

(PIIN) or the Procurement Instrument Identification 

(PIID) to identify: Modifications to contracts and 

agreements; Modifications to calls/orders; or Document 

numbers representing contracts written between 

contractors.

Update business rules

for PIID and legacy 

formats during the 

transition period.

7. 2/REF01/150 Update the Federal Note in Data Element REF01, Code 

KL:

KL Contract Reference

1. For a Contract Data Requirements List data item, use to 

indicate the reference in the contract that generates the 

requirement for the data item, e.g., Statement of Work 

paragraph.

2. For iRAPT WAWF, use to indicate a Contract Number 

Type. Cite the applicable code in REF02.

A - Cooperative Agreement

B - DoD Contract (FAR)

C - DoD Contract (Non-FAR)

D - Grant

E - Intragovernmental

F - Intergovernmental

G - International Agreement

I - Non-DoD Contract (FAR)

J - Non-DoD Contract (Non-FAR)

K - Other Agreement

S - Uniform PIID (FAR 4.16)

S - Uniform PIID (FAR 

4.16) in REF02 will 

indicate the uniform 

Procurement Instrument 

Identification (PIID) 

numbering system. 
Enclosure 1, ADC 1157A

Page 4

Item 

#

Location 856 Ship Notice/Manifest

DLMS IC Revision

Reason

1. DLMS 

Introductory 

Note

Update DLMS Introductory notes 1, 2, 3, 4, and 7:

1. This DLMS Implementation Convention IC is based upon the 

Federal Implementation Convention (IC) 856, Ship 

Notice/Manifest and is provided for clarification of internal DoD 

use of the 856 as it pertains to Wide Area Work Flow eBusiness Suite, Invoicing, Receipt, Acceptance and Property 

Transfer (iRAPT), formerly Wide Area Workflow – Receipt 

and Acceptance (WAWF-RA).

2. This document describes the advance shipment notice as 

extracted from Wide Area Workflow (WAWF-RA) iRAPT and 

forwarded to Defense Contract Management Agency (DCMA), 

payment offices, and receiving points. For submission of the 

856 to WAWF-RA iRAPT, please refer to the WAWF-RA

iRAPT Implementation Guide located on the WAWF-RA Wide 

Area Work Flow e-Business Suite Website at URL: 

https://wawf.eb.mil

3. This transaction may be used to forward Property Transfer 

Document (PTD) information submitted to WAWF iRAPT by a 

contractor for return of Government Furnished Property to DoD 

inventory. This is an interim use pending full implementation of 

the WAWF iRAPT PTD facilitated by Global Exchange (GEX) 

conversion mapping.

4. This document also supports internal DoD transactions for 

the Shipment Performance Notice and the Destination 

Acceptance Alert during DLMS migration and pending full 

implementation of WAWF iRAPT.

7. This transaction may be used to forward passive Radio 

Frequency Identification (RFID) tag information as submitted 

by vendors to WAWF-RA iRAPT. For more information about 

RFID, refer to the DoD Automated Information Technology 

web site at URL: http://www.dodait.com

http://www.transcom.mil/ait/

Updates the WAWFRA to iRAPT

2. DLMS 

Introductory 

Note

Add ADC 1157 to DLMS Introductory note 9:

- ADC 1157, Update Uniform Procurement Instrument 

Identification (PIID) Numbering system in the Federal/DLMS 

Implementation Conventions and DLMS Manual

Identifies DLMS 

Changes included in 

the DLMS IC.

3. References to 

WAWF and 

WAWF-RA

Throughout the IC, update segment notes to replace WAWF 

and WAWF-RA with iRAPT

Updates terminology
Enclosure 1, ADC 1157A

Page 5

Item 

#

Location 856 Ship Notice/Manifest

DLMS IC Revision

Reason

4. 2/PRF/050 Add new DLMS Notes

1. Use in 2/HL/010 shipment loops to identify contract 

information.

2. Implementation of the Uniform Procurement Instrument 

Identifier (PIID) in accordance with FAR 4.1603 and DFARS 

204.16 is required by October 1, 2016.

3. Use to identify the PIID of the contract task or delivery 

order number.

4. For procurement instruments issued prior to 

implementation of the Uniform PIID, use to identify the 

Procurement Instrument Identification Number and, if 

applicable, the Supplemental Procurement Instrument 

Identification Number.

5. Use to identify a contract or order modifications, as 

applicable, except for Defense Contract Management Agency 

use in generating a Shipment Performance Notice.

Update business rules 

for PIID and legacy 

formats during the 

transition period and 

identifies the source 

reference for PIID 

requirements. 

Replicates existing and 

modified PRF segment 

notes from the Federal 

IC.

5. 2/PRF01/050 Add new Federal Note 1 and update Federal Note 2 in Data 

Element PRF01: 

1. Users that have implemented the Uniform Procurement 

Instrument Identifiers (PIID), enter the PIID of the contract, 

task or delivery order number (including Federal Supply 

Schedules, General Services Administration Schedules and all 

other basic contracts), Blanket Purchase Agreement number, 

Grant, Lease, or Agreement number. This number must be 

transmitted without dashes.

2. Users that have not implemented Uniform Procurement 

Instrument Identifiers (PIID)E enter the purchase order 

number, contract number (including Federal Supply Schedules, 

General Services Administration Schedules and all other basic 

contracts), Blanket Purchase Agreement number, Grant, Lease 

or Agreement number. This is always the Procurement 

Instrument Identification Number (PIIN) for the Department of 

Defense or the equivalent expression for Civilian Agencies.

This is never the number of a delivery order, call or release 

against a basic award instrument. That number is carried in 

PRF02. This number shall must be transmitted without dashes.

Update business rules 

for PIID and legacy 

formats during the 

transition period.

6. 2/PRF01/050 Update the DLMS note in Data Element PRF01:

WAWF iRAPT field length will configure to 13 positions for 

initial implementation.
Enclosure 1, ADC 1157A

Page 6

Item 

#

Location 856 Ship Notice/Manifest

DLMS IC Revision

Reason

7. 2/PRF02/050 Add new Federal Note 1 and update Federal Note 2 in Data 

Element PRF02:

1. Do not use PRF02 when a uniform PIID is entered in 

PRF01.

2. Users that have not implemented the Uniform PIIDE enter 

the number of a release, call, or delivery order against a basic 

award instrument. This is always the Supplemental 

Procurement Instrument Identification Number (SPIIN) for the 

Department of Defense or the equivalent expression for Civilian 

Agencies. This number shall must be transmitted without 

dashes. 

Update business rules 

for PIID and legacy 

formats during the 

transition period.

8. 2/PRF02/050 Add new DLMS Note 1 and update DLMS Note 2 in Data 

Element PRF02: 

DLMS Note: 

1. For users that have implemented the Uniform PIID, iRAPT 

will configure to 13 positions.

2. For users that have not implemented the Uniform PIID, 

iRAPT WAWF will configure to 4 positions. for initial 

implementation. 

9. 2/REF01150 Update the Federal note in Data Element REF01, Code KL:

KL Contract Reference

Federal Note:

1. For a Contract Data Requirements List data item, use to 

indicate the reference in the contract that generates the 

requirement for the data item, e.g., Statement of Work 

paragraph.

2. For iRAPT WAWF, use to indicate a Contract Number Type. 

Cite the applicable code in REF02.

A - Cooperative Agreement

B - DoD Contract (FAR)

C - DoD Contract (Non-FAR)

D - Grant

E - Intragovernmental

F - Intergovernmental

G - International Agreement

I - Non-DoD Contract (FAR)

J - Non-DoD Contract (Non-FAR)

K - Other Agreement

S - Uniform PIID (FAR 4.16)

S - Uniform PIID 

(FAR 4.16) in REF02

will indicate the 

uniform Procurement 

Instrument 

Identification (PIID) 

numbering system. 
Enclosure 2, ADC 1157A

Page 1

Enclosure 2

DLM 4000.25, Volume 7, Contract Administration

CHAPTER 1 INTRODUCTION

[Preceding text not shown]

C1.6. PROCUREMENT INSTRUMENT IDENTIFICATION 

C1.6.1. Background. The Federal Acquisition Regulation (FAR) was 

modified by FAR Case 2012-023 to implement a uniform Procurement Instrument 

Identification (PIID) numbering system to standardize identification of 

procurement transactions across the Federal Government. This change requires 

use of an Activity Address Code (AAC) as the unique identifier for contracting 

and related offices. For DoD activities, the FAR reference to AAC is the DoD 

Activity Address Code (DoDAAC). The DoD Activity Address Directory (DoDAAD) 

is the repository for all DoDAACs; it is also the repository of all AACs for the 

Federal Government. DFARS Case 2015-D011 modified the Defense Federal 

Acquisition Regulation Supplement (DFARS) to change that will incorporate the 

changes necessary to comply with the requirements of FAR Case 2012-023, as 

well as preserve and update necessary Department-specific policy and 

instructions is in the review process.

5

C1.6.2. DoD and Federal Government PIID formats

C1.6.2.1 The DoD PIID format will consist of a combination of thirteen 

alphanumeric characters, (13/13):6

• Positions 1 - 6 identify the department/agency and office 

issuing the instrument. Use the DoDAAC assigned to the issuing office for 

positions 1 through 6.

• Positions 7 - 8 are the last two digits of the fiscal year in which 

the procurement instrument is issued or awarded. This is the date the action is 

signed.

• Position 9 indicates the type of instrument issued.

• For DoD: Positions 10 - 13 are a four-character alphanumeric 

serial number. “P” and “A” are prohibited in position 10. All “0s” is prohibited.

 5 DFARS Subpart 204.16, and Procedures, Guidance and Information (PGI) OSD/AT&L 

memorandum, “Proposed Changes to Defense Federal Acquisition Regulation Supplement 

(DFARS) Subparts 204.16, 204.70, and 239.74; Appendix F; and Associated Subparts of the 

Procedures, Guidance and Information (PGI), November 13, 2014

6 Federal Acquisition Regulation Subpart 4.16 – Unique Procurement Instrument Identifiers
Enclosure 2, ADC 1157A

Page 2

• The PIID may not contain special characters or spaces.

C6.1.2.2. The federal non-DoD PIID format will consist of a 

combination of thirteen to seventeen alphanumeric characters, (13/17):7

• Positions 1 - 6 identify the department/agency and office 

issuing the instrument. Use the DoDAAC assigned to the issuing office for 

positions 1 through 6. 

• Positions 7 - 8 are the last two digits of the fiscal year in which 

the procurement instrument is issued or awarded. This is the date the action is 

signed.

• Position 9 indicates the type of instrument issued.

• For federal non-DoD: Positions 10 - 17 are a four- to eightcharacter alphanumeric serial number. “P” and “A” are prohibited in position 10. 

All “0s” is prohibited.

• The PIID may not contain special characters or spaces.

C6.1.3. Supplementary Numbers - Procurement Instrument Identification 

Number and Supplementary PIID. Prior to FAR Case 2012-023 and the Proposed

DFARS changes, the Supplementary Procurement Instrument Identification 

(SPIIN) was used to identify calls or orders under contracts, amendments to 

solicitations, and modifications to contracts and agreements. Under the recent 

FAR changes noted, calls or orders are no longer identified under the “SPIIN” 

data element; instead they will be identified by a separate and unique PIID. The 

Supplementary PIID (6 positions) is only used for modifications to contracts and 

agreements and follows the six-character format DoD currently uses for 

modifications against contracts (e.g., P00001, A00001).

C6.1.4. Implementation Timeline. The uniform PIID timeline will be a 

staggered implementation and both the legacy PIIN and SPIIN, and the new PIID 

and Supplementary PIID will be used for some period of time until existing 

contracts using the legacy PIIN/SPIIN numbering are closed.

 7 Ibid
Enclosure 3, ADC 1157A

Page 1

Enclosure 3 – LOGDRMS CORE:

NAME: PROCUREMENT INSTRUMENT IDENTIFICATION 

NUMBER (PIIN) (CONTRACT NUMBER) 

DEFINITION:

A STANDARD UNIQUE IDENTIFICATION OF A DOD 

PROCUREMENT CONTRACT (CONTRACT

NUMBER) THAT SPECIFICALLY DIFFERENTIATES 

ONE CONTRACT FROM ALL OTHER CONTRACTS.

DATA CODE CHARACTERISTICS: TYPE: AN MIN: 13, MAX: 13 

SOURCE: DFARS SUBPART 204.16

REMARKS: The PIIN is being replaced by the uniform 

Procurement Instrument Identifier (PIID) between

October 1, 2015 and March 31, 2017, but the PIIN will 

still be used to reference existing contract numbers

issued prior to the implementation. Refer to ADC 

1157.

NAME: PROCUREMENT INSTRUMENT IDENTIFICATION 

(PIID) (CONTRACT NUMBER) 

DEFINITION:

A STANDARD UNIQUE IDENTIFICATION OF A DOD 

PROCUREMENT CONTRACT (CONTRACT 

NUMBER) THAT SPECIFICALLY DIFFERENTIATES 

ONE CONTRACT FROM ALL OTHER CONTRACTS.

DATA CODE CHARACTERISTICS: TYPE: AN MIN: 13, MAX: 13 

SOURCE: DFARS SUBPART 204.16

REMARKS: The new DoD PIID is 13/13 characters, Federal nonDoD PIID is 13/17 characters. Refer to ADC 1157.

NAME: SUPPLEMENTARY PROCUREMENT INSTRUMENT 

IDENTIFICATION NUMBER

DEFINITION:

A CODED ALPHA-NUMERIC REPRESENTATION 

THAT IS USED IN CONJUNCTION WITH OR 

SUPPLEMENTAL TO A BASIC PIIN TO IDENTIFY AN 

AMENDMENT TO A SOLICITATION, A 

MODIFICATION TO A CONTRACT OR AGREEMENT, 

A CALL/ORDER UNDER A CONTRACT, BASIC 

ORDERING AGREEMENT OR BLANKET 

PURCHASE AGREEMENT ISSUED BY THE 

CONTRACTING OFFICE OR BY A DOD ACTIVITY 

OTHER THAN THE CONTRACTING OFFICE, 

INCLUDING ORDERS AGAINST FEDERAL SUPPLY 

SCHEDULES.

DATA CODE CHARACTERISTICS: TYPE: AN MIN: 4, MAX:6 

SOURCE: DFARS SUBPART 204.16

REMARKS: The SPIIN is being replaced by the uniform 

Procurement Instrument Identifier (PIID) between 

October 1, 2015 and March 31, 2017, but the SPIIN 

will still be used as a reference for existing contract 

numbers issued prior to the implementation. Refer 

to ADC 1157
Enclosure 3, ADC 1157A

Page 2

NAME: CALL/ORDER SERIAL NUMBER

DEFINITION:

IDENTIFIES A RELEASE AGAINST A BASIC 

CONTRACT (PROCUREMENT INSTRUMENT 

IDENTIFICATION NUMBER (PIIN). (OFFICIALLY 

REFERRED TO AS A SUPPLEMENTAL PIIN).

DATA CODE CHARACTERISTICS: TYPE: ID MIN: 4, MAX:4 

SOURCE: DFARS SUBPART 204.16

The Call/Order Numbers are being replaced by the 

uniform Procurement Instrument Identifier (PIID) 

between October 1, 2015 and March 31, 2017, but 

the Call/Order Numbers will still be used as a 

reference for existing contract numbers issued 

prior to the implementation. Refer to ADC 1157

NAME: SUPPLEMENTARY PROCUREMENT INSTRUMENT 

IDENTIFICATION (PIID)

DEFINITION:

A CODED ALPHA-NUMERIC REPRESENTATION 

THAT IS USED IN CONJUNCTION WITH PIID TO 

IDENTIFY A MODIFICATION TO A CONTRACT OR 

AGREEMENT. (REFERENCE FAR 4.16 AND 

DFARS 204.16 (DRAFT)

DATA CODE CHARACTERISTICS: TYPE: AN MIN: 6, MAX:6 

SOURCE: DFARS SUBPART 204.16
Enclosure 4, ADC 1157A

Page 1

Enclosure 4, Comment resolution

Originator Response/Comment Disposition

1 DLA Concurs without comment Noted

2 Marine Corps Concurs without comment Noted

3 Army Concurs without comment Noted

4 DPAP Concurs.

1. Para 6b - There seems to be widespread confusion 

about the need to change field lengths. There should 

be no such need for DoD contracts. DoD currently 

uses the 13 character order size for orders against 

non-DoD contracts. This only extends the practice to 

orders against DoD contracts. The DFARS coverage 

will clarify that the order number is all that is required 

to be carried in transactions. So the system changes 

are only for systems that need to associate the order 

with the ordering instrument, currently can only do 

that for DoD issued ordering instruments, and do so 

by first concatenating then parsing the ordering 

instrument and four character order number. The 

only field size changes would be for systems that are 

currently taking in non-DoD contract numbers of a 

field size less than 13. As the previous FAR standard 

did not specify a length (reporting system constraints 

were 50 characters), it is impossible to determine 

what the impact is there.

2. Would prefer to use WAWF-IRAPT in lieu of simply 

IRAPT to avoid confusion.

3. Because this is a federal IC, we need to recognize 

in the changes that the only org using the combination 

of PIIN and SPIIN to identify an order in lieu of a 

globally unique number was DoD. Everyone else is 

changing the format, but not the usage.

Added a sentence to 

section 4.b.(3) to 

clarify that the delivery 

order can be used as 

the unique number in 

lieu of the contract 

number, as it is 

globally unique. 

5 Navy Concurs.

1. On Enclosure 3, info regarding SPIIN replacement 

by PIID: The changes described in RED don't make it 

clear that only SPIIN calls and orders will be replaced 

by a second 13 character PIID. Solicitation 

amendments and contract/agreement modifications 

loaded in the SPIIN field will be replaced by a SPIID, 

which will be 4 to 6 characters long. I don't know if 

LOGDRMS CORE needs to know this, but the original 

SPIID definition includes these data types. 

1. Added notes to data 

element 

“CALL/ORDER 

SERIAL NUMBER” in 

Enclosure 3 to clarify 

that the Call/Order 

Numbers will be 

changed to the PIID 

format.
Enclosure 4, ADC 1157A

Page 2

Navy 

(continued)

2. On MILS transactions with limited field sizes - I 

think I heard discussion at the WAWF meeting about 

mapping call/order number PIIDs to what is now the 

PIIN field. Have you heard anything on the DLMS 

side about this? It may work. The PIID call/order 

numbers will all be unique numbers that could stand 

alone if necessary. The customers using MILS 

transactions would just need to know that if an "F" is 

in the 9th position, and they want the base contract 

PIID, they'd need to pull it from an authoritative 

source like EDA. 

2. PDC1161 will 

address this change.

6 Air Force Concurs.

1. Potential impact: expanding the current SPIN from 

4 positions to 6 positions to accommodate the new 

SPIIN. DEAMS tracks contract modification numbers 

so we need to ensure that edits and data mappings 

aren't just looking for a four-character modification 

identifier.

2. From DFAS:

Has been working with the SPS counter-parts on this 

item. They were expecting a test file, but 

unfortunately we have not received as of yet.

If this change affects DMLS contracts as well, DFAS 

will need to contract SMAS, as IAPS does not receive 

data from DMLS directly. Currently the contract 

interface only provides us the last five of the contract 

number and the four position call number, if needed. 

As long as that does not change, then we will have no 

issues.

3. From AF/A4PA:

There is no mention of a capability to track existing 

procurements once a SPIID changes to a PIID. Lack 

of a tracking/conversion monitoring ability could result 

in physical property losses and administrative delays.

 - There will likely be impacts to current AF Logistics 

systems that use contract numbers and 

supplementary contract changes. Some systems 

(currently) do not allow for the length dictated for nonDoD contracts; will that present a problem? It 

appears the majority of AF Logistics systems do not 

appear to have the element lengths that would allow 

using a PIID for supplementary procurements. The 

decision document appears to note this issue as well; 

Noted

3. This is addressed in 

the IC Revisions 

Table.
Enclosure 4, ADC 1157A

Page 3

however, it is not clear whether they considered the 

impact to non-contract systems.

4. From OC-AFSC/PZAAC:

My understanding is that an order will no longer be 

identified by a four position SPIIN (i.e. FA8109-13-D0001-0014) but will instead have its own PIID (i.e. 

FA8109-17-F-0001).

Assuming I’m correct, it will become very difficult to 

identify orders to contracts in systems like EDA. 

Assuming all orders issued by a DoDAAC are 

numbered sequentially, there will be no obvious way 

to track which orders belong to which contacts or 

BOAs.